Folk Concert Planning Checklist

A folk concert needs more than a booked band and a stage. This checklist takes you from confirming the date and venue through registrations, artist information, sound requirements, catering and the final room setup. It also covers details that are easy to leave too late, such as music licensing, backup audio equipment, dietary requirements and printed visitor information. Use the plan to work out what must be decided early and what can wait until the event week.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
Book artists
Check the music permit
Reserve audio equipment
Make catering arrangements
Confirm reservations
Send invitations
2 people
Open online registrations
Publish the program
Process registrations
Collect dietary requirements
Gather artist information
Schedule volunteers
Record technical requirements
Print the run sheet
Print the visitor list
Send artist briefing
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Check the venue
2 people
Set out furniture
3 people
Clear the stage area
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the sound system
3 people
Connect microphones
2 people
Install lighting
2 people
Hang up decorations
2 people
Set up the bar
3 people
Set up the buffet
3 people
Set up registration desk
2 people
Test the equipment
3 people
Run the sound check
4 people

Event

Welcome performers
2 people
Welcome visitors
3 people
Register entry
2 people
Give the opening speech
Support the first performance
2 people
Serve snacks
3 people
Refill drinks
2 people
Support the second performance
2 people
Restock break supplies
2 people
Guide the third performance
2 people
Moderate audience questions
Lead the final performance
2 people
Farewell and thank-you speech
See visitors out
2 people

Aftercare

Close the bar
2 people
Switch off equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Clean the venue
4 people
Put furniture back
3 people
Return equipment
2 people
Store leftover stock
2 people
Collect lost and found items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Chairsqty 90
Tablesqty 8
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100

Equipment

Speakersqty 2
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 2
XLR cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Spare batteriesqty 24

Lighting

LED stage lightsqty 6
Atmosphere lightsqty 12
Light standsqty 4

Decorations

Stage drapesqty 3
Buntingqty 6
Tableclothsqty 8
Menusqty 10
Name badgesqty 10

Tableware

Drinking glassesqty 120
Wine glassesqty 80
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 4
Pliersqty 6
Small bowlsqty 12

Cleaning

Washing-up bowlsqty 2
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue, artists and music licence before opening registrations. Ask each act for technical requirements early enough to arrange microphones, DI boxes, monitors and a backup audio setup.
Publish the programme only after set times, changeovers and artist information are confirmed. Send the artist briefing before the concert and print the run sheet for the people working on site.
Collect dietary requirements when processing registrations, not during the final catering call. Give the caterer a final guest count and meal information several days before the event.
Plan the room around the stage first. Clear the stage area, then place chairs, tables, bar stools and coat racks so audience circulation and access to cables remain clear.
Finish the practical shopping and equipment check before event day. Chill drinks in advance, test speakers and microphones, and keep spare batteries, extension cords, power strips and cable mats available.

Frequently asked questions

How far in advance should I book a folk concert venue and artists?: Aim to confirm the venue and artists at least 8 to 12 weeks before the concert. This leaves time to check the music licence, publish the programme, open registrations and collect technical requirements.
When should I open registrations for a folk concert?: Open online registrations once the date, venue, artists and basic programme are confirmed, usually 4 to 6 weeks before the event. Close or review registrations early enough to give catering an accurate number of guests.
How many microphones and speakers do I need for a folk concert?: The number depends on each artist’s technical requirements, so collect a stage plan before ordering or hiring equipment. Check microphones, stands, DI boxes, monitor speakers, mixing channels and cables at least 7 days before the concert.
When should I set up the concert venue?: Complete the main furniture and stage setup on the day of the concert, allowing at least 3 to 4 hours before doors open. Do the equipment check, room inspection and final run-sheet review before the first audience members arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.